FAQs - Frequently Asked Questions


Q: What is the Meet and Greet service at the airport?

A: The meet and greet service at Gatwick and Heathrow will be available between 10 am and 6 pm on 16th and 17th of July. We will have volunteers meeting you there that can help you with finding the best public transport route to your accommodation.

Q: Which airport should I arrive at?

A: All London airports are easy to travel to and from. Gatwick (LGW) and Heathrow (LHR) have very convenient transport links to the city centre, but if your flight lands at either London City Airport, London Stansted, or London Luton, it will be very easy to find transportation from there as well. Our volunteers will standby at Gatwick and Heathrow on 16 and 17 July between 10 am and 6 pm to help you find the best public transport route to your accommodation.

Q: What happens if my flight lands after the Summit has started?

A: It’s recommended that you arrive before the Summit starts so you don’t miss out on any of our incredible events and experiences; however, if you’re unable to arrive before the opening, you are able to join the summit at any time. If you will be arriving late, please notify the Delegate Relations team: ses2019@studentenergy.org


Q: When does the Summit start?

A: The Welcome Ceremony starts on July 17 at 18:30. Please have a look at the Programme pages on the website for detailed information about the Summit and programme. This will include times for the different sessions. You will also receive a link to the SES 2019 app as part of your delegate package, which will contain all the details of the programme.

Q: Do I need to sign up to anything in advance?

A: We have many exciting activities lined up over the course of the Summit. You will need to register in advance to breakout sessions and workshops online or through the SES 2019 app.

Q: What do I do if I’m arriving late to the Summit?

A: A registration booth will be open at the Royal Geographical Society throughout the Summit. Please present yourself with your confirmation number to gain access to the Summit.

Gala Dinner

Q: What is the dress code?

A: Semi-formal attire or national dress (no jeans, sneakers or sportswear if that can be avoided).

Final Night Event

Q: What is the dress code?

A: The dress code to the Final Night Event is business casual. Feel free to wear whatever you were wearing during the day.


Q. Where can I store my luggage after check-out on July 20th?

A. We have arranged with the hostels to store your bags in a secure storage room. You must collect your bags no later than 23:00 on 20/07/2019.


Q. I can no longer attend the Summit. How do I cancel?

A. Please email the Delegate Relations team at ses2019@studentenergy.org and let them know that you are unable to attend the Summit. Please also provide a short (two sentences max) description as to why.

Q. Will I get a refund if I cancel?

A.  Unfortunately, the deadline for full refunds has passed. If you paid more than the US$70 deposit, you will receive a 50% refund (deposit excluded). The deposit will only be refunded to Delegates who attend the Summit.


Q. I get an error message saying the discount code has reached capacity when I try to complete my registration. What do I do?

A. Unfortunately, all the tickets have sold out and we are no longer accepting registrations. We wish you the best for the rest of your studies and look forward to see what you'll achieve in the future.


Q. What is the emergency number in the UK?

A. 999. However, if something occurs while at Imperial College London, it’s advised to call 004420 7589 1000 or 4444 from any college phone so that the ICL staff can direct the emergency services efficiently.

Q. Is there a helpline I can call if something comes up?

A. You can reach the SES 2019 Team at the following two numbers from July 17th to July 20th:

00447572430666 or 00447572430668.

Q. How do I access the Wi-Fi?

A. At RGS: connect using “SES2019”. No password is required.

At Imperial College, connect using “_The Cloud” or “eduroam”. Registration is required.

At the Natural History Museum, connect using “NHM Free Wifi”. No password is required.

Q. Where can I find drinkable water?

A. All tap water in the UK is drinkable unless stated otherwise. You will receive a reusable water bottle as part of your Delegate bag. Drinking point at Imperial can be found here.


Q: Which hostel will I be staying in?

A: Delegates will receive information about their assigned hostel in their delegate package. If you need this information earlier for your visa application, please fill in this form. We are unfortunately unable to take requests for sharing rooms or which hostel you will be placed in. We are also unable to provide you with an individual booking reference.

Q: I would like to extend my stay beyond the 17th, 18th and 19th of July. Can I stay in the same hostel?

A: It is your responsibility to arrange accommodations outside of the Summit (July 17th-19th); please reach out to your hostel directly to organise this. Note that this will not be requesting an extension of your stay during the Summit, but it is a separate booking with the same hostel. You might have to move to a different room for your stay during or after the Summit - again, this is to be organised by you directly with the hostel. If the hostel has no availability, there are plenty of other hostels, hotels and AirBnBs around the city.

Q: What facilities are provided at my hostel?

A: Hostels provide slightly different facilities. See the table below for specific arrangements. Please note that bed linens and pillows are provided in all hostels at no extra cost.

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